Inventory Work Order Manual - Information Management Services

Inventory Work Order Manual - Information Management Services
INFORMATION MANAGEMENT SERVICES, INC.
Inventory and
Work Order System
User’s Manual
2
© 2001 Information Management Services, Inc.
All rights reserved.
Reproduction, adaptation, or translation without prior written permission
is prohibited, except as allowed under the copyright laws.
First Edition, August 2001
Version 2.172
Warranty
The information contained in this document is subject to change without
notice. Information Management Services makes no warranty of any kind
with regard to this material, including, but not limited to, the implied
warranties of merchantability and fitness for a particular purpose.
Information Management Services shall not be liable for errors contained
herein or for incidental or consequential damages in connection with the
furnishing, performance, or use of this material.
Information Management Services, Inc.
P.O. Box 3720
Ormond Beach, FL
32175
(386) 677-5073
3
Table of Contents
3
Getting Started
Welcome
System Requirements
Installation of Updates
Windows Basics for 95/98/NT Users
Windows Skills You'll Need
5
5
6
6
7
10
Getting Organized
Security
Configuration
System Data
System Date
Department Codes
FERC Numbers
Employees
Inventory
Adjust Inventory
Equipment
Contract
Work Order
Transferring
Project
15
15
19
22
27
27
28
30
32
41
41
42
43
54
58
Day-to-Day Use
Standard Reports
Custom Reports
Print Preview
61
61
64
64
4
Appendix A
The AP-IW-FA-GL Connection
Parent Child Relationship Rules
Accounting Issues
w/ Direct Work Order Purchases
66
72
73
Appendix B
Large Screens
75
Glossary
82
Index
84
5
Getting Started
Welcome
System Requirements
Installation of Updates
Windows Basics for 95/98/NT Users
Windows Internet Users
Windows Skills You'll Need
5
6
6
7
9
10
This manual is best viewed at 100% magnification or
higher for details on small screens
Welcome
Welcome to the Inventory Work Order System.
Simplify record keeping for all your fixed assets.
Inventory Work Order System allows you to
maintain inventory records and work orders for a
water and electric utility. It is also interactive with
the IMS Fixed Assets program. Once capital work
order projects have been closed they can be
transferred directly to the Fixed Assets data files.
This system is intended for tracking work orders
done at a public utilities plant. Inventory is tracked
for use and re-order. It also allows tracking of work
orders by type. It will report project cost to General
Ledger and handle project expenses. It also updates
a work in process account for projects, and an
inventory account and supports direct material
purchases for work orders.
It is not interactive with the system chart of accounts
and therefore cannot validate accounts numbers
assigned to labor and materials. Invalid numbers
will be rejected when attempting to transfer from
General Ledger.
It does have the ability to print work orders and
other reports. The 32 bit version will be installed on
Windows 95, 98 and NT systems in the original
program that your Customer Support
Representative (CSR) provides.
6
If updating from version 1.X, utility program
CVTIW20.EXE provided must be used to convert
data files to the version 2.0 format before using this
version of Inventory Work Order System. The
programs with which Inventory Work Order
System shares data (Fixed Assets Manager,
Accounts Payable, General Ledger) must be
updated to compatible versions.
See the AP-IW-FA-GL Connection for more details
on the relationship between the programs. See also
Accounting Issues Regarding Direct Purchases.
System
Requirements
Hard disk with 10 MB free disk space
Microsoft Windows 32 bit environment - Windows
9x, Windows NT 4.0, 2000 or higher
General Ledger v 4.270 or later
Accounts Payable v 3.220 or later
Fixed Assets Manager v 3.04 (or 2.21 DOS)
Vehicle Maintenance Manager v 2.060
VGA graphics and monitor
Any pointing device supported by Windows
The new IMS demo and option control system
works for existing users who have a license file
containing installed options when version 6.168 is
installed. If there is no license file, then certain
options will not be installed on all systems. The
Demo program expires 30 days after it is first used.
Installation of
updates
This is where it all begins. The original program
will be installed by your Customer Support
Representative (CSR). You will need to
periodically install updates as new information is
added to the program. As long as your update is
saved and installed into the correct directory it will
be used by the original program.
When installing, TYPE in the directory (ex. C:\IW,
or D:\IMS\IW, or G:\IW): you want the program to
go, otherwise it tends to default to a directory that it
creates below the main directory
C:\IW\InventoryWorkOrder).
7
This means the program will not be installed into the
original IW directory, and consequently not work.
You also do not want it installed into C:\Program
Files\Inventory Work Order, (the Microsoft
Windows default directory) if that is not the original
IW directory. This will not allow the update to work
in the right directory, either.
Windows
Basics for
95/98/NT
Users
Start Windows if you’ve not already done so. Insert
the Update disk into drive A (or drive B). You first
need to find where your Inventory Work Order
System program is installed. Find the icon on your
main screen (Program Manager) and highlight the
Inventory Work Order System icon, and right
click with your mouse on the icon. Select File,
Properties, and click on the Shortcut Tab. The line
you want to look for will be labeled as Target.
There you will be able to view the directory you
need to place the update into. Once you have
determined which directory to install into, you are
ready to start the installation process. Left click on
Start; Select Run from the File menu and then
Browse, selecting the .exe file on the diskette in
Drive A: and double click on the .exe file to begin
the installation.
The program will start installing and you will see a
blue screen, and then a welcome screen. It will ask
you which directory you want to install the files
into. Make sure it is exactly where it needs to be as
the data for the program is located in the same
directory as the program files (see above on how to
locate your directory).
8
In Windows 95/98/NT the default is C:\Program
Files\IW. You may not want this directory, so
TYPE IN the location to the directory you found the
program in (using the directions above).
Click OK when you’ve entered the desired location.
It will ask you if you want to make backup copies
and will backup the program files that the update
replaces into the same directory, into a new folder
called BACKUP. After this simply follow the
instructions and it installs the update for you.
9
After it is complete, you will be given the
opportunity to view the release documentation. This
is a document containing information and
explanation about what is new to this version of the
Inventory Work Order System, including last
minute changes since the manual was printed.
The release documentation for new release can
always be viewed at the IMS website,
http://www.ims-florida.com. The site will always
have the latest release information. The release
notes can also be viewed once the program is
installed under Help, Contents, Release Notes.
Windows
95/98/NT
Internet Users
Updating from email:
Your CSR will send you updates in the email if you
request this method of updating. When you receive
the emailed files (for example iw2103.exe, .w02,
.w03) save them immediately into the directory that
your program is running in. See the Windows
update installation instructions above to see how this
is done.
The examples show
c: drive, but most users
will have their program
located on d, g, f, or
some other drive.
Once you have saved all of the files you receive in
the email from IMS, then you may go into My
Computer by right clicking on it, and choosing
Explore. From there, you simply locate the .exe file
and double click on it to run the installation,
following the instructions on the screen. Remember
to TYPE in which drive and directory you want the
program to install into, such as D:\IW.
Updating from a disk:
Insert the Update disk #1 into drive A (or drive B).
In Win 95/98/NT right click on My Computer, select
explore. Highlight the drive (A or B) that the disk is
in. Find the file, Setup.exe and double click on it.
(See the above installation instructions for Windows
updates). Insert Disk #2 and #3 when prompted.
If you skip this step now,
you may view the
documentation later in the
program itself.
In all of these installations you may choose to read
the release notes, which are essentially the latest
update information and changes to the program.
10
Windows
Skills You’ll
Need
Because Inventory Work Order System runs
under Windows, it is necessary for you to have
certain Windows skills to be able to use it most
effectively. What follows is a very brief explanation
of some of the skills most useful in using your
Inventory Work Order System. This does not
replace your Windows manual. If any of these is not
a skill you’re comfortable with, you’ll want to refer
to your Windows manual for a complete
explanation.
Entering information on a screen
When you are entering information into many fields
on a screen, such as when adding an entry, use the
Tab Key to move to the next field, and Shift+Tab to
move to the previous field. DO NOT use the Enter
Key. The Enter Key is the same as clicking on OK,
and means you’ve completed your entries and are
ready to move on to something else.
Control
If you don’t have a good understanding of this
concept, you’ll spend way too much time trying to
get the program to do what you want it to.
When you first see a screen the cursor is flashing in
one of the fields. That means that if you press a
letter (or number) on your keyboard it will appear in
this field. However, if you click within the entry
information portion of the screen, the control moves
there. Then, when you press a letter, the program
takes you to the first occurrence of that letter in the
list.
You can tell where the control is on a particular
screen by looking for the flashing cursor in a field,
an outlined word on a button, or an outlined record
in a list.
To move to a screen tab, simply click on it. That
screen will be brought to the front.
11
Mouse vs. Keyboard
Throughout the manual, the mouse commands are
given for procedures (e.g. “Click on OK”). If you
prefer to use keyboard commands, you’ll want to
pay attention to the underlined letters in options
throughout the program.
For example, to pull down the File menu, you may
click on File, or you may press Alt+F. Then, when
the menu is pulled down, you may click on your
choice, or press the letter that is underlined in your
choice.
Any time there is some information that could be
looked up (on a calendar or in the business codes,
for example), you’ll click on your right Mouse
Button to see it. But you can also press F3.
Using the scroll bars
Scroll bars are found at the right edge and bottom
edge of the screen when the information for the
screen won’t all fit on at once. You may click on
the Up and Down Arrow Keys to move
incrementally through the display, or drag the box
up or down to move more quickly.
Moving a window
There are times when you may need to move a
window to another location on your desktop. To do
this, click on the title bar of the window and drag it
to the new location. Then release the Mouse Button.
Resizing a window
Occasionally, you may want to resize a window so
you can see more of its contents. To do this, click
on the window. Then, point to a corner or border of
the window (the cursor will become a doubleheaded arrow). Drag the mouse until the window is
the desired size and then release.
12
Window Setup
Go to File, Work Orders or any other main screen.
Then go over to Window from the main list and
open that at the same time. This allows you to
customize your viewing capabilities.
On a drop list, press
the first character of
your selection to go
directly to it.
Quick Tip Keys:
F1 brings up a Help menu for quick and easy
explanation of terms. If you are in a date field,
press. F3 which is invaluable in IMS programs will
bring up a calendar in a date field or pop up list in
many other fields. Always try it if you need to
select from a list to see if it is available this way.
Press the Escape Key to release it. Right clicking on
the Mouse Button will also display selections if
available.
Using the Clipboard
Go to Edit. This menu contains the standard
Windows editing functions using the clipboard. It is
active only when a document window is open.
Cut (^X)
Move the currently highlighted text to the Windows
Clipboard.
Copy (^C)
Copy the currently highlighted text to the Windows
Clipboard.
13
Paste (^V)
Copy the contents of the Windows Clipboard to the
field where the cursor is currently located.
Reference Help/Contents
Your program has assistance under Help (press F1
at any time to take you to this section) or Contents.
Contents has a better overview of the entire section.
It is filled with explanations of almost every
function and key in the program. You may want to
familiarize yourself with some of the different items
in there before beginning. This makes using the
program much simpler. You may print the
information you have entered at any time by
selecting the appropriate item from the Print menu.
IMS Web Site
You may automatically link to the IMS web site if
you are connected to the Internet by clicking within
the Building Permits Manager program under
Help, IMS Web Site.
Windows has its own section for assistance with
questions about Windows topics - How to Use Help
which is found within the program. Use it by
looking through the Contents, the Index
alphabetically, or by using the Search for Help
On…. capability to find the topic or keyword you
need help with.
14
User's Manual
The manual is set up so that each main category is to
the left side, each function of the program to the
right is bolded and underlined. Fields of
information and the path (i.e. File, Setup) are
typically bolded so that you may recognize them
easily. The explanation/steps are directly below it.
The manual attempts to follow the natural
progression of steps the user would normally take
when running the program.
If in doubt always look to the Index for the topic and
hyperlink (jump from one point of the document to
another) from the page number to the item you seek.
Use the Go Back Button to go back to where you
were before hyperlinking. You may view the user
manual from within the program under Help, View
User Manual if you have Adobe Acrobat Reader.
First Steps
There are a few short, but important, first steps you
will want to establish for the security and efficiency
of your accounts. The first is to setup your program
information which will include the security access to
your system. This means that you need to decide
who will be allowed access to the system. After
this has been done you are ready to start using your
Inventory Work Order System program.
15
Getting Organized
Security
Configuration
System Data
System Date
Department Codes
FERC Numbers
Employees
Inventory
Adjust Inventory
Equipment
Contract
Work Order
Transferring
Project
Security
It is a good idea to
have an alternate who can
add information into the
system in case of emergency.
Passwords should be in a
secure location held only by
a supervisor or alternate
manager.
15
19
22
27
27
28
30
32
41
41
42
43
54
58
If a user does not log in within one minute, the
Inventory Work Order System will terminate.
This standard IMS security system allows setting
access to functions by menu item. All security
profiles should be reviewed after each release is
installed because of system setup changes.
The Inventory Work Order System has features
built-in to provide security for your occupational
license records. This security is in the form of six
levels of password protection. This system features
individual procedure level access for an unlimited
number of users. Each user may be assigned to any
one of an unlimited number of security profiles.
Security on entire menus may be set as well. Setting
a menu automatically sets the access to all
subordinate items and menus to the same access
level.
16
You can also set items under a menu to a higher or
lower access level than their parent menu. The only
exception is if you set access to a menu to No
Access. This disables all sensitive items on that
menu including any sub-menus if any, regardless of
their individual access levels. If you do not set up
your security profiles, it will default to No Access.
The No Access allows no access at all to the user.
Note: After installation
the program will grant
complete access without
asking for a user name
or password, until at
least one user is added. This
should be done first thing..
You should
disable access to
the Security functions for
all security profiles
but one, which should
be set to the highest
level (Supervisor).
The View Only level allows persons access to
information, but does not allow it to be changed. It
also prevents confidential information from being
viewed by the user when Data Entry permits access
to data only.
The Update level allows users to change individual
work orders, but does not allow changes to be made
affecting many orders
The System Update level permits access to all
functions except security.
The Supervisor level password is the highest
security level, permitting access to everything and
be set up first, then you may add additional profiles.
Once you have set up your security profile, you can
begin adding users for the program.
Security Profiles
Go to Setup, Security, Security Profiles. To insert
a new profile, press the Insert Button. To edit an
existing profile either delete it with the Delete
Button or press the Edit Button.
17
Press the Apply Button to apply the changes
immediately.
Users
Go to Setup, Security, Users. To insert a new user
press the Insert Button. To edit existing users,
highlight the name and press the Edit or Delete
Button.
18
Enter the User Name, the Password they want to
use, and the Security Profile. A list will pop up
automatically for you to choose from. Use the
Select Button. Press OK to finish.
It doesn’t matter
whether a password
is entered uppercase,
lowercase, or a
combination of the
two. The program
considers them the same.
If you fail to provide
Supervisor access to
the security functions
for at least one security
profile you will be
unable to make any
additions or changes.
Once you have entered a password, the following
screen will pop upon reentry into the Inventory
Work Order System program. Just type in the
password you chose and press OK. It is a good idea
to have one person keep the password, with a
possible backup person for security. In this
system, once a person accesses the program he or
she can make whatever changes they want. So you
may want to limit access to only one or two people.
19
The Groups Button allows you to select which
groups the user will belong to. When in the Chart
ID section press F3 for a pop up list.
Print Security Profile List
Go to Setup, Security, Print Security Profile List.
A report that lists all security profiles and the access
for each menu item was added at This report
requires Supervisor access to print. The security
profile list report indents the items according to the
menu hierarchy and indicates whether each is a
menu or an item.
Configuration
In order to set which mode you are going to operate
in, you need to go to Setup, Configuration Data
before you go any further. If you intend to operate
in Asset mode, then check the box. Otherwise the
program will assume you are operating in Project
mode. See Project vs. Asset mode for further
details.
20
Auto System Date Maintenance
If checked, the system date will be set to the
computer clock date upon session startup.
Disable Report Print Preview
This option disables the print preview option of
built-in reports.
Hide Disabled Menu Items
This option will hide anything that is currently
disabled.
Operate in Asset Mode
Check this box if you want to operate in Asset mode
as opposed to the current Project mode.
Use Due To/Due From
Whenever there is an interfund imbalance resulting
from a work order transaction (such as labor or
inventory from one fund and a work in process
account from another fund), if the Use Due To/Due
From box is checked, and the General Ledger
database is available, balancing transactions will be
created automatically, consisting of a debit to the
due from account and a credit to the due to account.
21
If an account number is not available for either
transaction, no balancing transactions will be added.
The account numbers used follow a hierarchial
system, starting with the work order type. If there is
a due to and due from account associated with the
work order type they will be used. If there are no
accounts for the work order type, the account
associated with the department will be used. If these
fields are blank, the system wide defaults will be
used (Setup, System Data, Project Mode tab, Due
From and Due To).
If these fields are blank, due to and due from
account numbers will be derived from the General
Ledger Fund file and the funds involved in the out
of balance transactions. To avoid confusion it is
recommended that you use either the department
accounts or the work order type accounts, but not
both. The system will function according to the
hierarchy described above if both are used, but the
probability of user error is greater.
There is an important distinction between the due to
& due from account numbers obtained from the
work order type, department, system defaults, and
from the General Ledger fund file.
If the accounts come from the General Ledger fund
file (system, department and work order type
accounts are blank), the account numbers will be
derived from the funds involved in the out of
balance transactions. This will assure interfund
balance because the account numbers are computed
dynamically using the standard IMS system. If the
account numbers from any of the sources in
Inventory Work Order are used they must be full
account numbers including the fund, and will be
used literally. In this case it is up to the user to
make sure the funds of the accounts are appropriate
for the work order. If they result in an interfund out
of balance the system will not correct it.
22
When adjusting inventory for shrinkage, neither the
work order type or department due to and due from
accounts will be used, because there is no work
order involved. The hierarchy in this case is the
system default accounts will be used if available. If
they are blank the account numbers computed from
the General Ledger fund file will be used.
System
Data
Go to Setup, System Data. This is where you set
the City Name, Data File Paths, Report Paths,
Tax Rate, the default Premium Ratio rate and the
Department Code.
When in the Dept Code field, press F3 for a pop up
list of department codes.
Project vs. Asset Mode
Inventory Work Order is a dual mode application.
It can be set to run in either mode, but cannot run in
both, nor should it be changed from one mode to the
other once it is installed. In the Asset mode it is
intended for use by a water and/or electric utility,
where completed capital work orders become assets
and are transferred to the IMS Fixed Assets
Manager database.
23
In the Project mode it is interactive with Accounts
Payable and General Ledger but does not transfer
to Fixed Assets Manager, even if the work order is
coded as capital. In each mode certain fields are
displayed and certain others are hidden.
When Project mode is active (has General Ledger
path but no asset path) the overall function of the
system is as follows: Accounts Payable will
periodically transfer paid inventory purchases to the
Inventory Work Order System purchase file for
each item and adjust the inventory count.
When a work order is created it must contain a
project number which may be assigned from
Inventory Work Order System or may be an
existing project. When materials or labor is added
to a work order it will add a record to a local
transaction file.
The transaction record will contain a General
Ledger account number, project number, and dollar
amount. If there is no account number associated
with the labor or material then no transaction will be
added. General Ledger may transfer these
transactions at any time as for other programs.
For each transaction transferred two General
Ledger transactions will be created: a credit to the
account number for the amount and a debit to the
account number for the same amount except with
the project number filled in.
This is based on the presumption that the actual
dollar amounts for labor and materials have or will
be reported to General Ledger from Payroll and
Accounts Payable. The credit transactions are
merely to reverse whatever was reported without a
project number so overall totals will not be affected.
24
Enter the Licensee name, City Name, Data File
Path, Tax Rate (electric). This is the tax rate in
percent that will be applied to the cost of all
inventory items coded as taxable.
On the Project Mode Tab are account number fields
for labor, equipment, materials, work in process and
inventory. These are default account numbers for
convenience. Each work order may have its own
account numbers for work in process and inventory,
such as would be the case for different funds.
Likewise, when employees, equipment, contracted
services or inventory are added, they can each have
their own account number, but will default to the
appropriate account from the Program Setup
window. Fill in the following fields:
General Ledger Data Path
All of the original features, including transfer to
IMS Fixed Assets remain, but will function only
when no path is specified in the General Ledger
path field in the Setup window.
When a General Ledger path exists the FERC
number fields and functions are hidden, and the
project fields and functions are active. When there
is no General Ledger path the project related fields
are hidden and FERC number related fields and
functions are active. See Transfer to General
Ledger for more details. The General Ledger chart
of accounts is available for account number lookup
in all account number fields. For this capability the
General Ledger path must be specified in Setup,
System Data, Project Mode, GL Data Path. (The
hot key will open a file dialog to locate the path).
Each user must be assigned to a chart of accounts in
Setup, Security, Users, Change Button. Once a
valid General Ledger data path has been set up, the
next time Inventory Work Order is started the list
of charts of accounts may be viewed using the hot
key.
25
There is no provision for Inventory Work Order
users adding, deleting, changing any General
Ledger data. This is only for convenience in
looking up accounts and to minimize entering
invalid accounts. The available chart of accounts
will always be the one for the current fiscal year set
in General Ledger.
Accounts Payable Data Path
This allows you to purchase items for inventory or it
can purchase items for a work order. See
Transferring to Accounts Payable for more details.
Default Account Numbers
These are the account numbers for the program to
transfer information from the other programs which
are being used with Inventory Work Order
System.
If you chose Asset mode, fill out the General Tab the
same way, without the Dept Code field. The second
tab, Asset mode will only have the Fixed Assets
Data Path to fill out. See Transferring Fixed
Assets for more details. Click OK when finished.
26
Work order expense amounts may be automatically
adjusted by a surcharge percentage based on the
type of cost (labor, materials, etc.). These surcharge
percentages are set using Setup, System Data,
Surcharges. Fill out the surcharge status and the
total cost fields. You may add to the entry forms by
selecting or deselecting surcharges. Both the
taxable and surcharge appear as checkboxes on entry
forms, but they function differently.
Using File, Work Order neither the tax amount nor
the surcharge will show in the Rate or Price
columns, but both will be included in the Cost
columns and the work order total.
However, when viewing a work order employee,
equipment, or material record the surcharge will be
included in the total cost amount whereas the tax
amount will not. This is so the tax may be tallied
separately when work orders are printed rather than
being included in the individual cost amounts by
account number.
27
Work Order Year
If a value is placed in this field it will be used as the
year for generating work order numbers. It allows
work order numbers to start over for each fiscal year
when it differs from the calendar year. If work order
numbers are based on the calendar year the field
may be left blank.
System Date
Go to Setup, Set System Date. Type in the date
that you want your Inventory Work Order System
to be set to. Click OK when finished.
Department
Codes
Go to Setup, Department Codes. These codes
will appear on the top of the work order and the
active one will be highlighted red. You may enter
up to 160 department codes.
Each department code (the two character code used
on work orders) may be associated with a default
work in process account, due from account and due
to account. When a work order is created the
department account will be used as the work order
WIP account if there is no work in process account
associated with the work order type. If there is no
account number associated with the department the
system wide default WIP account will be used.
28
Enter the Code initials and the Name of the
department. Press OK when finished.
FERC Numbers
Asset mode allows these to be active. Go to Setup,
FERC Numbers, or you may go to File, Work
Orders and edit your FERC numbers there. All
labor, equipment and materials used in a work order
must be coded according to a numbering system
established by the Federal Energy Regulatory
Commission.
All work order cost items must be assigned a FERC
number when they are added. (There is no
association between FERC number and inventory or
labor item until it is added to the work order.
29
For example, a particular part may be assigned one
of several different FERC numbers, depending on
what it is used for.) Thus a FERC file must be built
before work orders can be created.
A component record will be created for each
different FERC number used by the work order.
The FERC number will be placed in the model
number field of the component. The description
field from the FERC file will be placed in the
component description field. The total cost of all
equipment, labor and materials used in the work
order for that FERC number will be placed in the
component cost field. All other fields in the
component record, particularly depreciation
schedule, must be filled in via Fixed Assets
Manager file maintenance.
Adding an FERC Number
Go to Setup, FERC Numbers. Or you may add
through File, Work Orders. To add new FERC
numbers enter the number in XXX-XXX-XX
format. The dash separators will be filled in for you,
but you must enter leading zeros to fill out the full
length if necessary. For example, a number of 1234-56 may be entered as 12-34-56, or it may be
entered as 01203456. If you enter it as 123456 it
will be formatted as 123-456.
Changing FERC Numbers
Go to Setup, FERC Numbers. Or you may add
through File, Work Orders. Select the work order,
then select the employee, equipment, or inventory
item for which the FERC number is to be changed.
Click on the Change Button to the right of the
browse. While in the FERC number entry field,
enter the number you want to change to. (If the
number exists, enter it exactly. If it is a number that
does not exist, you may enter any number that is not
in the file currently.) The FERC number browse
will then appear. If you entered a valid number it
will be highlighted.
30
Press the Enter Key and the new number will be
transferred back to the work order window. If you
are adding a new FERC number, enter the new
number in the format ###-###-##. Then press the
Tab Key to move to the description field and enter
the description. Press the Enter Key when done and
the new number will be transferred back to the work
order window. When this window appears from
another location you will press the Select Key to
select the FERC number you choose.
To print the FERC Number List, go to Reports,
FERC Number List. Or see a sample of this list.
Employees
Go to Setup, Employee or alternately to File, Work
Order, Change Button on Employees and
Equipment.
If you go through Setup, Employees, find this
screen:
31
Press Insert to add a new employee, Change or
Delete to edit an existing employee.
Alternately go to File, Work Order. You have
more information to edit here. In the Employee
section of the work order press the Add, Change, or
Delete Button. The work order # is automatically
entered for you here. Enter the FERC Number if
you are in Asset mode. The FERC number screen
will pop up. See Changing an FERC number .
Assign the Employee or Equipment a Number
different from the FERC number.
Note that because employees and equipment share
the same data file, the same number cannot be used
for an employee and equipment. Enter the Date
this employee or equipment was used, the Hourly
Rate that is paid to the employee or the rate that the
equipment costs to use.
32
The convention used for storing the hourly rate for
labor used on work orders is the base rate before
premium is applied.
Premium Rate is the default premium rate. Enter
the amount of hours this employee was in use. In
Asset mode you will have no Account number to
enter. Instead enter the FERC number at the top of
the entries. You cannot manually override the hourly
rate when adding to or changing a work order. The
rate is recalculated each time from the base rate
stored in the employee/equipment file. Press OK
when finished.
Inventory
It is important to understand that the inventory
record should not normally changed once it has been
entered. The quantity on hand and average price are
automatically maintained as purchases are added
and inventory is used. You may use negative
quantities of inventory. When in the inventory
browse screen, labels on the buttons at the bottom of
the screen will change depending on whether you
are browsing inventory or purchases. The correct
way to update inventory when a purchase is made:
press the Add Purchase Button and fill in the
information about this purchase. When the record is
saved it will update the quantity and average price in
the associated inventory record. The program
provides access by double clicking on the entry in
the top portion of the main window mainly for
adding new inventory items. In this case you will
also have a location field. A warning window will
appear trying to redirect you to the Add/Edit
Purchase process.
When using a hot key to display a list of inventory
items for selection for a work order, the locator type
is incremental, not step. (A step locator scrolls the
list to the first item beginning with the character
typed in. If another character is entered the list
scrolls to the first entry beginning with the new
character.
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An incremental locator works the same way after the
first character, but subsequent characters entered
cause the list to scroll to the first item beginning
with all of the characters entered so far. This is
really to discourage editing inventory with no audit
trail. Compare with the other inventory window.
Stock Number
This is the stock number.
Description
This is the item description.
Units
Quantity measure
Taxable
Check if this is a taxable item.
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Quantity
Quantity in stock
Average Price
Average unit price paid
Minimum Quantity
Reorder quantity
Account
Account
Location
This is where the inventory is located. You may add
new locations here by pressing the F3 key while in
this field. A pop up list will allow you to edit.
Group
Inventory Group Name.
35
General Ledger and Inventory Work Order
The system for performing and documenting
physical inventory consists of four components: an
inventory worksheet, an adjustment procedure, a
report of adjustments made, and a means of
transferring the adjusting transactions to General
Ledger.
The first component Print, Reports, Inventory,
Worksheet prints a list of inventory items in
location/stock number order, with a space for the
actual inventory amount to be written. As with
other reports, this worksheet will include only the
items in the users inventory group and items not
assigned to any group. If the user is not assigned to
an inventory group it will include all items. This
worksheet is intended for use when taking a year
end physical inventory.
The second component Utility, Adjust Inventory is
the procedure for adjusting inventory records to the
actual quantities after physical inventory. It will
initially ask for an account number to debit for
inventory shrinkage (usually an expense account).
If no account is entered then no adjusting
transactions will be created for General Ledger. If
a number is entered, for each inventory adjustment
this account is debited for the value of shrinkage and
the inventory account in the inventory record will be
credited for the same amount. If the inventory
account is missing no transactions will be created.
For each inventory adjustment, regardless of
whether or not adjusting transactions are created, an
adjustment record will be added to the purchases
file. An adjustment record is a specially coded
purchase that documents the inventory adjustment.
(Adjustments will appear in the purchases list for an
inventory item, but will be grayed out.)
The third component is a report of adjustments made
over a specified time period Print, Reports,
Inventory, Adjustments Report.
36
This report may be printed for a single fund if the
fund is specified at the start of the procedure;
otherwise it will include all funds. The fourth
component is the creation of adjusting transactions
for transfer to General Ledger. (As in all IMS
financial applications, transfer to General Ledger is
initiated only by General Ledger. Corresponding
applications create a transfer file which General
Ledger reads while performing the transfer.)
The transfer file created by Inventory Work Order
will include a debit to the specified account and a
credit to the inventory account for each shrinkage
adjustment. No transfer transactions will be created
if either the debit or credit account numbers are
missing or they are both the same account.
Because Inventory Work Order does not have
direct access to the chart of accounts it cannot verify
that the account number is valid, only that it exists
and is of proper format. General Ledger will check
each account number for validity before it accepts it.
See Setup, System Data, Project Mode, GL Data
Path for setup instructions.
Browse Inventory
Go to File, Inventory. Remember that inventory
quantity should be maintained by entering
purchases. The Stock Num field allows 20
characters. You may look up inventory by Stock
number or Description Tabs. The lookup by
description list is filtered by Inventory group as
when browsing by stock number.
Press the Add Purchase to add new information, Edit
Purchase to edit existing inventory, or Delete
Purchase to completely delete that inventory item.
Click on OK when finished. The inventory
Quantity is updated immediately upon completion
of entering an inventory purchase. You may enter
negative quantities. When adding an inventory
purchase, the entry form window will close after the
purchase entry is completed.
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Purch Date
Enter the date the purchase was made. The F3 Key
may be used in this field and all other date fields to
display a popup calendar to assist in selecting the
date.
Deliv Date
This is an optional field that can be used for the date
the purchased material was placed in inventory.
Buyer
This may be used for the initials of the person who
made the purchase.
Fund
This field may be used for the fund number that paid
the expense of this purchase. The value may be up
to three digits.
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PO Num
This field may be used for a purchase order number
or any numeric value up to six digits.
Ref Num
Accounts Payable reference number.
Check Num
This may be used for the check number that paid for
this purchase, or any other number that will fit in a
six digit numeric field.
Vendor
Enter the name of the vendor from which this
purchase was made. It may be up to 35 characters
long.
Catalog#
Enter the vendor's catalog number for this item.
Note that this is the vendor's number, and not
necessarily the stock number used internally for this
item.
Quantity
Enter the quantity, in units as defined in the
inventory record, purchased this time.
Unit Price
Enter the price paid per unit for this purchase only.
The average unit price in the inventory record will
be automatically updated by the system.
Total Price
This is the total price of items on this purchase.
Inventory Adjustment
This will flag the entry for adjustment.
A system of segregating inventory into groups is an
optional module. Its purpose is to segregate
inventory when the inventory file is shared by
multiple departments.
39
An inventory group field under File, Inventory is
used as a filter device. When this release is installed
all inventory items will initially be assigned to all
groups. When viewing an inventory record the
group will be "All Inventory Groups". Any number
of inventory groups may be created using Setup,
Inventory Groups. A user may have access to
multiple inventory groups, but have only a single
default inventory group.
To assign an inventory item to a group, use File,
Inventory, Double Click, Yes, and press the hot key
while in the Group field. Any number of inventory
groups may be made available to each user
individually. Initially all users will have access to
all inventory groups. The assignment of inventory
groups to a user may only be done while logged in at
the highest access level.
Use Setup, Security, Users, Change, Groups Button
to view or change the groups available to this user.
Each user must have at least one inventory group. If
none is assigned the user will default to all inventory
groups. One inventory group must be flagged as the
default. This is the group to which the user will be
assigned when the program is started. The default
group will be displayed in red.
40
To make a group the default, simply check the
Default box in Setup, Security, Users, Change,
Groups, Change. (If more than one group is
checked as the default, the first one will be used.)
After a user has logged in, reports and windows will
show only inventory in their default group.
If more than one inventory group is assigned to a
user, the user may change their inventory group to
any of the groups available to them at any time.
This may be done in either of two ways: In File,
Inventory a drop list will appear at the top right of
the window. (It will not appear if the user has
access to only a single group.) Selecting a different
group will cause the inventory list shown below to
immediately switch to the new group. (Remember
that at any time the inventory shown will be that in
the user's current group and any inventory assigned
to all groups.) Changing the inventory group in this
window will not change the default inventory group
that governs all other windows and reports.
To change the default group, use Utility, Change
Inventory Group. When the OK Button is pressed
the default group will be changed to the selection
made from the drop list. This change will be in
effect only for the current session. When the user
logs in later the default will revert to as set in Setup,
Security, Users, Change, Groups. If the inventory
group option is not installed or no groups are created
the program will function as before (all inventory
will be available to all users). If an inventory item is
41
assigned to a group it will be available to users
assigned to the same group and users not assigned to
a group. Stated in another way, inventory assigned
to a group will not be available to users assigned to a
different group. Inventory that is not available to a
user will not appear in inventory selection and
update windows nor in inventory reports.
The exception is in viewing or printing work orders.
If inventory was used on a work order from a group
different from that of the current user it will still be
shown.
Adjust Inventory
Go to Utility, Adjust Inventory. This utility is for
use as a year end adjustment after physical
inventory. Such adjustments appear grayed out in
the inventory window. If you have flagged an entry
under Add/Edit Purchase for adjustment it will be
included in the list of inventory to choose from.
Enter the Account Number you want to adjust.
Press OK.
For each inventory shrinkage adjustment this
account will be debited and the inventory account
for the item will be credited for the dollar value of
the loss. The next screen will display all the
accounts.
42
Equipment
Go to Setup, Equipment. To add new equipment
press the Insert Button. To edit existing equipment
press the Delete or Edit Button. Enter the
equipment Number, the Name, the Rate at which
the equipment is billed and the Account number it is
billed to. You cannot manually override the hourly
rate when adding to or changing a work order. The
rate is recalculated each time from the base rate
stored in the employee/equipment file.
Alternately you may go to File, Work Order. This
contains more fields of information. See Employees
for the same fields of information to fill out. Note
that because employees and equipment share the
same data file, the same number cannot be used for
an employee and equipment.
Contract
Go to Setup, Contract. This is a list of the contract
employees or equipment.
43
You may enter the employee or equipment Number,
the Name, the Rate, and the Account number to
which this is billed.
Work Order
Go to File, Work Order. A work order consists of
a set of tasks to be accomplished. The costs of the
tasks have three components: one or more
employee's time at a particular hourly rate, the use
of equipment at a particular hourly rate, and
materials at a particular unit price. Before a work
order can be created you must have an inventory file
and an employee/equipment file so you can select
the labor and materials used in completing the work
order. So the initial use of the program should be in
setting up the employees, equipment and inventory
used by work orders. Work orders may be added by
several users simultaneously while assuring each
user has a unique assigned work order number.
All labor, equipment and materials used in a work
order must be coded according to a numbering
system established by the Federal Energy
Regulatory Commission. All work order cost items
must be assigned a FERC number when they are
added. (There is no association between FERC
number and inventory or labor item until it is added
to the work order. For example, a particular part
may be assigned one of several different FERC
numbers, depending on what it is used for.) Thus a
FERC file must be built before work orders can be
created.
44
See Accounting Issues for Direct Work Order
Purchases before you add purchases.
Using File, Work Order neither the tax amount nor
the surcharge will show in the Rate or Price
columns, but both will be included in the Cost
columns and the work order total. However, when
viewing a work order employee, equipment, or
material record the surcharge will be included in the
total cost amount whereas the tax amount will not.
This is so the tax may be tallied separately when
work orders are printed rather than being included in
the individual cost amounts by account number.
See also work order expenses.
Once those files are established, entering a work
order is simply a matter of selecting what was used
on the work order, and how long in the case of
employees and equipment, and how many in the
case of materials. The program will calculate and
display the total work order cost. (Note that the
program allows you to create employee, equipment,
inventory and FERC records on the fly as work
orders are created, but it is far better to create the
support files first to be sure you have everything
organized.)
The Project mode work order form allows for the
combination of labor, equipment, contracted and
materials. The column headers apply to all types of
costs. This allows printing the second page form
only if the total number of cost items exceeds 35.
Check the Show Closed box if you want to see the
closed work orders. Closed work orders may be
viewed but cannot be changed or deleted, nor can
any materials or labor be added, changed or deleted
unless the user has Supervisor access. Attempts to
remove the date completed will be denied to all
other users.
45
To add a new work order press the Insert Button in
the top screen. To edit, press the Delete Button or
Edit Button.
The minus sign will indicate negative quantities on
the work order display window and work order
form. Negative amounts are supported in the totals
fields under each of the three browse boxes.
In Asset mode, the Transfer Button will transfer the
currently selected work order to Fixed Assets. If
the button is dimmed it means the transfer cannot be
made for one of several reasons. Requirements for
enabling transfer:
1. There must be a path in the Fixed Assets Data
Path field in the Setup Screen.
2. Fixed Assets data files must exist in the path
indicated above.
3. It must be a Capital work order.
4. The Date Closed field must be filled in.
5. The work order has not been transferred before.
In addition, the transfer may still be denied if there
is a duplicate key value created in the Fixed Assets
Manager files as a result of the transfer.
46
Department Codes are defined under Setup,
Department Codes. So, what you select will
appear on the work order form in the upper left hand
corner as buttons. When a Department Codes
Button is selected while entering a work order, the
cursor moves immediately to the Work Order #
field.
The Reassign Button will reassign the work order to
another department. This button is available only
when changing an existing work order, to users with
System Update access or higher. When the reassign
button is pressed the button text will display in bold
red and the window will enter the reassign mode. In
this mode, if any dept code button (other than the
one shown in red) is pressed, a new work order
number will be generated for the selected dept code.
47
The Reassign Button may be toggled off and on: If it
is pressed and a new department selection is not
made, pressing it again will exit the reassign mode
and the work order number will remain unchanged.
When a work order is reassigned the old number is
discarded and will not be reused. Note that the
numeric part of the work order number may change
when it is reassigned because each department code
has its own set of numbers.
Spell checking is available for users that have
Microsoft Word installed on their computer. If a
Spell Button appears on the window it means Word
is present. If the button does not appear, either
Word is not present or is an incompatible version.
Press this button to print a work order form. This
requires a Windows compatible printer with
graphics capability such as a laser or ink jet printer.
The work order can be printed any number of times
and is a minimum of two pages long. A work order
may now be printed even if no labor or materials
have been entered.
The first page contains the description and a list of
employees and equipment used. The second page
contains a list of materials used. You may also print
a work order from Reports, Work Order where
you can select a data range to print from. See a
sample of a work order.
Work Order Number
Work Order Number is automatically assigned once
the fund is selected. You may not override this
number assignment. This is done to prevent
reassigning a work order to another department by
changing the department code part of the number,
which could result in a duplicate key error if that
number had already been used by the new
department. The number consists of three parts: The
prefix, the year and the serial. The serial part has
five digits, and the order of the parts is prefix - year
- serial so the numbers will be in order of serial
number within each year.
48
The prompts for the debit and credit account
numbers on the project mode work order entry form
indicate which account is debited and which is
credited.
Work Order Type
For Project mode work orders a work order type
may be selected from a list. The type code may be
up to 8 characters long. Work order types are
maintained using Setup, Work Order Types.
There are three options: Capital, Operating and
Maintenance, and Quote. Only Capital work orders
can be transferred to Fixed Assets Manager when
closed.
Quote is not really a type of work order, but a
temporary state. A Quote will eventually become a
Capital or O & M work order if executed, or
otherwise deleted. For Asset mode work orders the
old one character type codes are still used. Each
work order type may be associated with a default
work in process account, due from account and due
to account.
49
When a work order is created the work in process
account will be determined by the work order type.
If there is no work in process account associated
with the work order type the account will be
determined by the department. If there is no account
number associated with the department the system
wide default WIP account will be used.
Print Work Order Types List
Go to Setup, Work Order Types, Print Work
Order Types List. This is a report that prints a list
of all work order types in the system.
50
GIS Index
This is an optional field for identifying the project
location on a map in the Geographical Information
System. This field may be up to 6 characters long.
It shows up only in Asset mode.
Date Opened and Closed
The date the work order was created. It is usually
the current date. The F3 Key will cause the display
of a popup calendar to aid in selecting a date.
Closed is initially left blank. When the work order
is completed this date should be filled in. The F3
Key may be used to aid in selecting the date.
Capital work orders cannot be transferred to Fixed
Assets Manager until this date is filled in.
Project
In Project mode, this is the Project Number. If you
want to select another project number press F3 and
the Project window will pop up. The system requires
that the IMS General Ledger and Accounts
Payable applications be installed, because data is
shared and transferred between these applications.
The project number is the key to segregating costs
within the same General Ledger account number.
Project numbers are system wide, regardless of the
application used to create a project. Each work
order must be assigned to a project. A project may
contain multiple work orders, although it is not
necessary. Once a work order number has been
assigned, many other steps are possible. If a work
order has no project number the project name is
cleared.
51
Work in Process
In Project mode, this is the Work in Process
Account Number. This is shortened to WIP. The
account number debited (work in process) for a
work order is will print in the header of the work
order form.. The default account number for the
debit account for a work order is determined by one
of several sources depending on how the system is
set up. When a work order is created the work in
process account will be determined by the work
order type. If there is no work in process account
associated with the work order type the account will
be determined by the department. If there is no
account number associated with the department the
system wide default WIP account will be used.
Inventory
In Project mode, this is the Inventory Account
Number. If there is no account number associated
with an inventory item used on a work order, the
default inventory account for the work order will be
used.
Job Name
Enter the name of the job, up to 35 characters.
Location
Enter the location of this job. The field may be up
to 64 characters long. A two part key allows access
to the file in location/stock number order. This key
is used to print the physical inventory worksheet
described below. The location field is optional, but
can be used different ways. It can be used as a
general area such as "Building 2", or could be a
specific location code that is different for each stock
number, such as "Bldg 04 Room 12 Rack 101 Shelf
3 Position 15", etc.
Description
This is a description of the work order. Enter a
description of up to 80 characters.
52
Notes
In Project mode, this is where you can make notes
about the work itself. The Notes field will print
when printing individual work orders or work orders
by date. This will hold up to 2500 characters.
Insert, Change, or Delete Employees or
Equipment
See the details under Employees or Equipment
which are essentially the same. Under Work Orders
you may select from a Show Type drop list when
adding an employee or equipment.
Materials
Insert, Change, or Delete Materials
See the main materials screen up close! To add new
or change existing materials press the appropriate
Add, Change, or Delete Button.
53
When adding material costs to a work order, the
material source (direct or inventory) must be
selected initially and cannot be changed once
selected. When existing data is converted, all
materials records will be dated with the work order
opening date. Entering direct materials on a work
order is available only to users with Supervisor
access.
These fields are almost the same as updating the
employees and equipment, but they contain Type
(Inventory or Direct) when in Project Mode, Stock
Number, Unit Price and Quantity Used. Check
the Taxable box if this item is taxable.
If this box is checked the tax rate shown in the setup
screen will be applied to the cost of this inventory
item whenever it is used in a work order. This is a
default setting that can be changed at the time the
work order is created.
In Asset mode there is no Type or Account number
to select. You must also add a FERC Number.
Inventory means that it has been taken from existing
inventory: The inventory account associated with
the work order.
54
When adding material costs to a work order, the
material source (direct or inventory) must be
selected initially and cannot be changed once
selected. Entering direct materials on a work order
is available only to users with Supervisor access.
Direct means that this is an item purchased directly
from Accounts Payable: The expense account from
Accounts Payable.
Transferring - to Other IMS programs
Transferring Fixed Assets
Go to Setup, System Data. You must be in Asset
mode. The requirements for a work order to be
transferred to Fixed Assets Manager are that the
work order type be "C" (capital as opposed to
operating and maintenance, which cannot be
capitalized), it must be closed, and it must not have
been transferred before. In the work order browse
screen, the Transfer Button will be enabled only for
work orders that meet these requirements.
When the work order is transferred the following
information is moved: An asset record is created for
the work order, with the asset number as defined
above. The fund number is filled in according to the
same convention. The job name field from the work
order record is placed in the description field of the
asset. The job location field will become the asset
location. The date the work order was closed will be
put in the date acquired field.
55
A component record will be created for each
different FERC number used by the work order.
The FERC number will be placed in the model
number field of the component. The description
field from the FERC file will be placed in the
component description field.
Transferring Accounts Payable
Go to Setup, System Data. You must be in Project
mode. The system requires that the IMS General
Ledger and Accounts Payable applications be
installed, because data is shared and transferred
between these applications.
The one step that does not require a project or work
order number is purchasing of materials for
inventory in Accounts Payable. The only
differences between inventory purchases and regular
purchases:
1. The distribution account number should be an
inventory account rather than an expense account.
2. Distribution should not be to any other accounts
on the same activity.
3. The inventory box must be checked on each item,
and the stock number, quantity, and unit price filled
in.
When the activity is paid, Accounts Payable will
update the inventory file residing in the Inventory
Work Order System database. The cost of
inventory purchases should be distributed to an
inventory account (asset). Inventory Work Order
System will credit back the inventory account for
any inventory used on a work order. The expense
account associated with inventory items is no longer
used.
The second use of Accounts Payable requires that a
work order exist. If materials are purchased for a
specific work order, the following must be done:
56
1. Cost distribution must be to a single expense
account for each activity.
2. For each item, the Work Order box must be
checked and the work order number entered. The
standard hot key will allow looking up the work
order in the Inventory Work Order System
database, but will not allow creating the work order.
3. The item description, quantity and unit price
must also be filled in.
4. Neither the activity nor the cost distribution
should not have a project number. If they do they
will be erased when the activity is saved or updated.
(Assigning a work order number also defines the
project. It should not be specified here to minimize
in/out transactions for the project, because the
expense will be reversed later. When the activity is
paid Accounts Payable will transfer the item to
Inventory Work order where it will become part of
the materials used by the work order. Inventory
Work Order System will credit the expense
account used for the material and debit the work in
process account for the work order. Direct materials
display on the work order materials list in gray.
To summarize the part that Accounts Payable
plays: It can purchase items for inventory or it can
purchase items for a work order.
When a work order is created, it is assigned a project
number and accounts added for work in process and
inventory. The inventory account would normally
be an asset account, while the work in process
account could be an asset for capital work orders, or
an expense for operations and maintenance work
orders. Once the work order exists, labor,
equipment, contracted services and inventory may
be added to the work order, and direct purchases
may be sent from Accounts Payable.
57
In the case of all local additions to the work order, a
set of transactions is created each time anything is
added, changed or deleted.
In the case of direct purchases (not inventory) sent
from Accounts Payable, the necessary transactions
are created each time Inventory Work Order
System is started. All transactions are coded to the
accounting period containing the current system
date. Each item added to a work order results in a
pair of transactions being created. The first of the
pair is a debit to the work in process account for the
work order.
This transaction will always be coded with the
project number associated with the work order so it
will appear in project reports. The second of the
transaction pair will be a credit to an expense or
inventory account, depending on the type of item
added. This transaction will not have a project
number assigned, since it is only to reverse an
expense or reduce inventory. The credit will be as
follows:
1. Labor and equipment: The expense account
associated with the labor or equipment.
2. Parts used from inventory: The inventory account
associated with the work order.
3. Direct purchases from Accounts Payable: The
expense account from Accounts Payable.
Transferring to General Ledger
Go to Setup, System Data. You must be in Project
mode. The system requires that the IMS General
Ledger and Accounts Payable applications be
installed, because data is shared and transferred
between these applications. The project number is
the key to segregating costs within the same
General Ledger account number. Project numbers
are system wide, regardless of the application used
to create a project.
58
Each work order must be assigned to a project. A
project may contain multiple work orders, although
it is not necessary. Once a work order number has
been assigned, many other steps are possible.
The final step in the process is the transfer of the
transactions from Inventory Work Order System
to General Ledger. In General Ledger, use File,
Transactions, Transactions, Inventory Work
Order. Transfers may be made periodically while a
work order is in process. Only activity not
previously transferred will be picked up.
Two transactions are created for each labor,
equipment or inventory item. The first is a debit to
the work in process account for the work order. For
labor, equipment and direct materials the expense
account will be credited. For materials drawn from
inventory the inventory account will be credited.
The project number appears only in the debit
transactions.
The accounting period of record for the purposes of
transfer to General Ledger will be determined from
the date the transaction is created. Transactions are
not created when a work order is created or a project
opened or closed. Instead they are created when
either employee, equipment, contracted or inventory
is added to a work order. The reason for this
distinction is to support transfer of work order
expenses as they are incurred into the accounting
period in which they occurred. Since a work order
or project may have an active life of months it is
appropriate to maintain a current tally of
expenditures so they will reflect in management
reports.
Project
Go to File, Project. Projects may be viewed or
added from the main menu if you have Operate in
Asset Mode disabled under Setup, Configuration.
Work orders for a selected project may also be
viewed.
59
To print, go to Print, Reports, Project Cost
Summary when in Project mode. See a sample of
this report.
The system requires that the IMS General Ledger
and Accounts Payable applications be installed,
because data is shared and transferred between these
applications. The project number is the key to
segregating costs within the same General Ledger
account number.
Project numbers are system wide, regardless of the
application used to create a project. Each work
order must be assigned to a project. A project may
contain multiple work orders, although it is not
necessary. Once a work order number has been
assigned, many other steps are possible.
The Work Orders Button will show all of the work
orders associated with this particular project. This is
a view only screen. To edit the work orders go to
File, Work Orders. To insert new information or
edit existing information about a project press the
appropriate button.
60
Enter the Project Code, the Project Name, the
Date Opened, and the Date Closed. Press OK.
61
Day to Day Use
Standard Reports
Custom Reports
Print Preview
Standard
Reports
61
64
64
Work Orders
Go to Print, Reports, Work Orders. You will not
be able to preview this report, but can cancel during
printing by pressing the Cancel Button. You may
print whatever is the Notes field on the work order
if you are printing individual work orders or work
orders by date. Select the Beginning and Ending
Dates. On reports that allow entering a date range
(open work order report, closed work orders by date,
purchases report, work orders by date, closed work
order list, inventory adjustments) the default
beginning date is the first day of the month of the
current system date.
Printing by department
If there is no default department code set in the
system file a range of departments may be selected.
Otherwise it will include only the department set in
Setup, System Data, Dept Code. A subtotal is
printed for each department printed. One report
prints a list of open work orders, while the other
prints a list of closed work orders. A range of date
closed is offered for the closed work order report.
When work orders are printed the rate shown in the
Rate/Unit Cost column includes the surcharge, if
any. This applies to inventory materials, labor,
equipment and contracted work. All reports and
windows that include hourly rate or unit cost also
have this.
62
Open Work Orders
Go to Print, Reports, Work Order, Open Work
Order List. This will print a list of all open work
orders by either Date, Type, or Department. You
will be able to choose a Beginning and Ending
Date and preview the list before printing. See a
sample of this report. The font size is small to allow
room for the full work order type code and more
white space between fields. Some fields are
truncated for the same reason.
Closed Work Orders
Go to Print, Reports, Work Order, Closed Work
Order List. The reports listing open and closed
work orders include a total cost at the end of the
report and can be printed in work order type as well
as date or department order. You will be able to
choose a Beginning and Ending Date and preview
the list before printing. See a sample of this report.
Work Order Detail List
Go to Print, Reports, Work Order, Work Order
Detail.. This report prints closed work orders in
department order for a selected range of departments
and a range of completion dates. The basic report
prints a list of work orders by department. Options
include printing all of the detail items used in each
work order, the total by work order and department
of labor, materials, equipment and contracted, and a
breakdown by account number. It prints the
description for direct materials as well as inventory
materials.
63
Project Cost Summary
Go to Print, Reports, Project Cost Summary.
This report prints a breakdown of work order costs
and subtotal by category for a specified range of
projects. It is available only in Project Mode. You
will be able to preview this report. See a sample of
the Summary Report.
Inventory Report
Go to Print, Reports, Inventory. You may print
Inventory by Purchases, Stock Number,
Description, Worksheet, Adjustment Report, or
Reorder Report. A fund number may be specified
for the purchases report. If a fund number is entered
the report will include only purchases for that fund.
If left blank the report will include all funds as
before. You have the option to print for a specific
location or for all locations on all of these inventory
reports except the Inventory Reorder List. This
report is filtered by inventory group as are the other
inventory reports. The reports will include only
items that either are not assigned to an inventory
group or assigned to the current inventory group
selected by the user.
See a sample of the Inventory Purchases.
See a sample of the Inventory by Stock Number.
See a sample of the Inventory by Description.
See a sample of the Inventory by Worksheet.
See a sample of the Adjustment Report.
See a sample of the Inventory Reorder List. This
may be printed by Stock Number or Description.
64
FERC Number List
Go to Reports, FERC Number List.. This report
lists all FERC numbers defined and their description
which will typically be either the name of the
employee or the name of the inventory item. It is
available only when you are in Asset mode. See a
sample of the list.
Custom
Reports
Go to Reports, Custom Reports. Select from
Print Report or Create Report. A very basic
sample report is included with this release. Custom
reports may also be created if the Clarion Report
Writer is installed.
See the sample of the custom report that is included.
Go to Reports, Custom Reports, Print Report.
Print Preview
The Inventory Work Order System has a feature
which allows you to see your reports on the screen
before they print. This is useful when you only want
to see the information on the screen, but it also gives
you the opportunity to fine-tune the appearance of
reports you will be sending to the printer.
65
See each of the Print Preview Buttons individually
in the Glossary, to explain how they’ll affect your
report.
66
APPENDIX A
IMS Technote 1
Copyright 1999, Information Management Services, Inc.
The AP - IW - FA - GL Connection
January 15, 2001
Accounts Payable
Assets
When items are coded as assets and the
asset information filled in, it will be added to
the Fixed Assets Manager database when
the activity is fully paid. The transfer takes
place each time Accounts Payable is
started if configured for automatic transfer
(Setup, System Data, Configuration
Options, Auto Asset Update). Otherwise
it may be done explicitly using Utility,
Update Fixed Assets.
For an asset to be transferred the activity
must be marked as paid. It also must have
the Asset box checked on the activity,
and/or at least one item must have the
asset or Component box checked. The
item list may include items that are not to
be part of the asset, but those that are to
become components of the asset must
have the Asset or Component box
checked.
If the Asset box is checked on one or more
items in an activity that does not have the
asset attribute, each checked item will
become an asset rather than a component.
67
If the asset or Component box is checked
on an item, an info button will be available
that displays a window where you may
enter information that will be needed for the
fixed assets database after the activity is
paid. The information includes
manufacturer, model number and serial
number.
When the information is transferred to
Fixed Assets Manager, the activity
description will become the asset
description, and the components will be all
items of the activity with the asset attribute.
Each component will have the appropriate
manufacturer, model and serial information.
Items that have no asset record, or have all
blank fields, will not be transferred.
It is very important to remember that if you
want multiple items on the same activity to
be components of the same asset you must
check the asset box for the activity.
Otherwise each item will be added as a
separate asset. If for, example a vehicle is
purchased, and options such as engine,
transmission, etc. are listed in separate
items, each option will become a separate
asset if the asset box is not checked for the
activity.
A utility is available in the event that items
were incorrectly transferred as assets
rather than components (Utility, Restore
Transferred Assets). It will restore all
assets transferred during the current
accounting period. (It is highly
recommended that this menu item, and
similar ones that should only be used in
extraordinary situations, be given the
68
highest security level to prevent casual
use.) After the asset items are restored
they can then be corrected and transferred
once again.
Be aware that restoring an asset as
untransferred does not remove it from the
Fixed Assets Manager database. You
must also delete restored assets and their
components from Fixed Assets Manager
before transferring again, or the assets will
be in the database twice.
When assets are added to the Fixed
Assets Manager database, the asset
number is generated from the current
system date in YYMMDD format followed
by a sequence number from 0001 to 9999.
The asset type, class and group will be the
default values in the system file. The fund
and department of the asset will be taken
from the cost distribution account. If the
cost was distributed to multiple funds or
departments the first will be used.
The default asset number, type, class and
group for transferred assets may be
changed in Fixed Assets Manager. It is
recommended that you use a special value
for the group number so transferred assets
may be easily located for filling in additional
information not available from Accounts
Payable.
Inventory
When items are coded as inventory and the
inventory information filled in, it will be
added to the Inventory Work Order
System database when the activity is fully
69
paid. The transfer takes place each time
Accounts Payable is started if configured
for automatic transfer (Setup, System
Data, Configuration Options, Auto
Inventory Update). Otherwise it may be
done explicitly using Utility, Update
Inventory.
Work Order Direct Purchases
When items are coded as for a work order
and the work order specified, it will be
added to the Inventory Work Order
System database when the activity is fully
paid. The transfer takes place each time
Accounts Payable is started if configured
for automatic transfer (Setup, System
Data, Configuration Options, Auto
Inventory Update). Otherwise it may be
done explicitly using Utility, Update
Inventory.
Items coded to a particular work order will
appear in list of materials for the specified
work order after transfer to Inventory Work
Order System. The description appearing
in the work order materials list will be the
item description. When purchasing for a
work order, the cost distribution account
should be the standard expense account
for such purchases. The Inventory Work
Order System program will reverse the
expense and move it to the work order
asset account.
There are certain restrictions that must be
observed for successful operation. An
activity item may be either material for
inventory or direct materials for a specific
work order, not both. A single cost
distribution account should be used for the
70
activity. This account number will be sent
to Inventory Work Order System for direct
purchases. No project number should be
specified for inventory or direct purchases.
If one is entered, it will be erased.
Inventory Work Order
When in the Asset configuration, Inventory
Work Order System will transfer closed
capital work orders to the Fixed Assets
Manager database when the Transfer
Button is pressed (File, Work order,
Transfer). When in the Project
configuration, work order information
needed by General Ledger is saved in a
transaction file.
This information consists of the account
number, amount, work order, project,
month and year for each item of a work
order. Each item of a work order
(employee, contracted, inventory, direct
purchases) will generate one debit and one
credit transaction. These transactions are
created whenever an item is added to a
work order or a change is made to an item
in a work order.
(Note that the Inventory Work Order
System transaction file is not the file that
receives the transfers from Accounts
Payable. Accounts Payable directly
updates the inventory and purchases file for
inventory, and the work order materials
used file for direct purchases.)
71
As in all IMS applications, Inventory Work
Order System cannot transfer this
information to General Ledger. General
Ledger must initiate the transfer from all
interactive applications.
Inventory Work Order
Transfer from Inventory Work Order
System is initiated using File,
Transactions, Transfer Transactions,
Inventory Work Order. Transfer is from
the Inventory Work Order System
transaction file to the General Ledger
transaction file.
72
Parent/Child Relationship Rules
June 2001
All of the IMS program databases have parentchild relationships. It is generally bad practice
to allow a database to accumulate orphans,
which are child records whose parent has been
deleted. Parent deletions can be done in one
of two ways depending on the individual
situation: either you delete all children when the
parent is deleted (cascade) or deny if the
parent has any children. The relationships
and dependencies are shown as in the excerpt
from the data dictionary summary below:
WTask
FILE,DRIVER('TOPSPEED'),RECLAIM,NAME(wtaname),
PRE(WTA),BINDABLE !Work order task
By_Task
KEY(WTA:Task),DUP,NOCASE,OPT
!Task Key
By_Order
KEY(WTA:WorkOrder),DUP,NOCASE,OPT
!Work Order Key
WTA:By_Task <<--> TAS:By_Task Update=CASCADE
Delete=RESTRICT
WTA:By_Order <<--> ORD:By_ID Update=CASCADE
Delete=RESTRICT
The double arrow is on the side of the "many"
file in a many to one relationship. So the single
arrow points to the parent key and the double
arrow to the child. The Update and Delete
indicate what happens when a parent is
updated and deleted. A blank means it is
allowed and no action is taken. Restrict means
it is not allowed (the user will get a warning
message). Cascade means all children will be
deleted. In the case of an update action, if a
key value in a parent is changed, cascade
means all children will be changed likewise.
73
Accounting Issues Regarding Direct
Purchases
March 2002
Changes were made in this release to the
accounting procedures for direct work order
purchases. In the prior version direct material
purchases were supported for Inventory Work
Order only. Accounts Payable would debit the
expense account(s) specified in the distribution
list and erase the project number if present, and
transfer the material to the specified work order.
Inventory Work Order would create a pair of
transactions for each direct material item,
consisting of a debit to the work in process
account specified for the work order and
including the project, and a credit to the
expense account used by Accounts Payable
with a blank project number. The net effect of
this pair of transactions was to reverse the
original debit by Accounts Payable and debit
the correct account, and to post it to the project
for the work order.
Beginning with this release (AP 3.200, IW
2.140, VM 2.050, GL 4.252) the transfer from
IW is no longer required, and direct purchases
may be made for VM as well. The procedure
now works like this: When AP purchases direct
materials for IW it will collect the work in
process account and the project number from
the work order. It will distribute the cost to the
work in process account and to the project, and
then transfer the material to the work order
when received. When AP purchases direct
materials for VM it will collect the debit account
from the work order. It will distribute the cost to
this account with no project number (since VM
does not support project numbers). Neither IW
or VM will create any transactions for direct
purchases because the information will be sent
directly from AP when the purchase is paid.
74
Note that this applies only to direct purchases
for a work order. Inventory purchases are
handled as follows: AP will distribute the cost to
the account specified in the inventory file, with
no project code. (If purchasing inventory for a
new stock number, the account number must
be entered manually.) When IW uses inventory
for a work order, transactions will be created to
debit the work in process account for the work
order and the project code and credit the
inventory account. When VM uses inventory it
will do similarly: It will debit the debit account
for the material (which defaults to the debit
account for the work order) and credit the credit
account for the material (which defaults to the
inventory account).
75
Appendix B
Large Screens
Materials Screen
Work Order
76
Open Work Order Report
Closed Work Order Report
77
Project Cost Summary Report
Inventory Purchases Report
78
Inventory by Stock Number
Inventory by Description Report
79
Inventory by Worksheet
Inventory Adjustment Report
80
Inventory Reorder Report
FERC Number List
81
Custom Reports - sample
82
Glossary
Asset An item that has value and is owned by a city,
government or private individual or business.
General Buttons Listed below are standard pushbuttons used
throughout Inventory Work Order System. Some
buttons will not be visible due to the security access
level of the user.
Apply Button
Apply the change immediately.
Change Button
Change the access level for the highlighted item.
Change All Button
Change the access level for all items.
Close Button
Close this window.
Delete Button
Delete selected entry.
Edit Button
View or change selected entry.
Help Button
Help on this window.
Insert Button
Add a component to this asset.
OK Button
Save changes and close window.
Quit Button
Abandon changes and close window.
83
Print Preview
Buttons
This button allows you to change the report so it
uses the full available page width.
This button allows you to change the report so it
uses the full available page height.
This box shows you what current percentage of full
size the report is displayed in. You may enter a new
percentage to change the size, or click on the down
arrow to choose 25, 50, 75, or 100 percent.
This button takes you to the first page of the report.
This button takes you to the previous page of the
report.
This button takes you to the next page of the report.
This button takes you to the last page of the report.
This prints the current page only.
This box allows you to move to any page of the
report. You may enter the desired page number, or
use the up and down arrows to change the page
number (the current page number is displayed.)
This box allows you to choose which pages to print.
You may choose All, or enter ranges of pages such
as 4-5,8,10-12,15.
This button sends the report as is to the printer.
This box allows you to print any number of copies
you wish. Use the up and down arrows to change
the number of copies.
This closes the report preview window without
printing.
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Index
Accounts Payable
Capital
Contract
Custom reports
Department Codes
Employees
Equipment
FERC Number
Fixed Assets Manager
General Buttons
General Ledger
GIS Index
Glossary
Help
Install Updates
Inventory
Large Screens
Materials
O&M
Parent Child Relationship Rules
Print Preview
Print Preview Buttons
Program Setup
Project
Project vs. Asset Mode
Quote
Security
Standard Reports
System Date
System requirements
Transferring
85
Use Due To/From
Welcome
Windows Internet Users
Windows Skills
Work In Process
Work Order
Work Order Expense
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